Can this be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.

When is notarization required?

Notarization depends on state law and document purpose. Real estate or power-of-attorney attachments often require notarization; verify with the state notary office.

Is HIPAA an issue for location data?

If the location record includes Protected Health Information, HIPAA applies; execute a BAA and include required privacy language per 45 CFR §§160–164.

How long must I keep the executed document?

Follow federal minimums such as IRS three-year rules (IRC §6501(a)) and retain HIPAA records six years (45 CFR §164.530(j)); increase retention as industry or state rules require.

What if signer name differs from ID?

Mismatched names can prevent verification and trigger backup withholding or delays. Correct names before signing or attach supporting legal documentation.

Can I change the document after signing?

Post-signature changes require amendment or rescission agreed by all parties; for material changes execute an amendment and capture signatures and dates for the new terms.

Electronic Signature
Templates
Miscellaneous
Business Work Location Document

Business Work Location Document

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Business Work Location Document

This Business Work Location Document (the Agreement) is entered into as of by and between the parties identified below.

Business (Service Provider) Name Provider Address Client (Company) Name Client Address

Recitals

WHEREAS, Provider is engaged in the business of providing services and personnel to perform work at customer premises and maintains appropriate qualifications, insurance, and safety procedures; and

WHEREAS, Client owns or controls the premises and facilities where the services described herein will be performed and desires to engage Provider to perform such services at the specified work location under the terms of this Agreement; and

NOW, THEREFORE, in consideration of the mutual covenants set forth below, the parties agree as follows.

Scope of Work

Provider shall perform the services at the work location described below in accordance with the specifications, schedule, and acceptance criteria set forth in this section. Provider shall supply labor, supervision, materials (unless otherwise indicated), tools, and other resources necessary for completion of the work.

Detailed Scope of Work Primary Work Location Address On-site Contact / Authorized Representative Scheduled Work Days / Access Times

Payment Terms

In consideration for performance of the Scope of Work, Client shall pay Provider the amounts and according to the schedule set forth below. All payments are due in United States dollars unless otherwise agreed in writing.

Total Fee / Rate Payment Schedule and Invoicing Late Payment Fee

Provider's invoices that are not disputed in writing within ten (10) days of receipt shall be deemed accepted. Client shall pay undisputed amounts within the payment terms specified above. If Client fails to pay undisputed invoices when due, Provider may suspend services after providing seven (7) days' prior written notice.

Term and Termination

This Agreement commences on and, unless earlier terminated in accordance with this section, terminates on .

Notice Period for Termination without Cause

Either party may terminate this Agreement for material breach by the other party if the breach is not cured within fifteen (15) days after written notice. Termination shall not relieve Client of its obligation to pay for services performed and expenses incurred through the effective date of termination.

Confidentiality

Each party (the Recipient) shall hold in confidence and not disclose Confidential Information of the other party (the Discloser) and shall use such Confidential Information solely to perform its obligations under this Agreement. "Confidential Information" includes but is not limited to trade secrets, pricing, business plans, technical data, and customer information disclosed in connection with the performance of this Agreement. Confidential Information does not include information that: (a) is or becomes publicly known without breach of this Agreement; (b) is rightfully obtained by the Recipient from a third party without restriction; or (c) is independently developed by the Recipient without use of the Discloser’s Confidential Information. Recipient may disclose Confidential Information as required by law, provided Recipient gives Discloser prompt notice and, to the extent permitted, seeks confidential treatment or protective orders.

Insurance, Compliance and Safety

Provider shall maintain, at its expense, insurance coverage customary for the type of services provided, including commercial general liability and workers' compensation as required by law. Provider shall comply with Client's site security and safety rules provided in writing and shall ensure personnel have received necessary site orientation and training.

Insurance Requirements / Notes

Indemnification

Provider agrees to indemnify, defend and hold harmless Client and its officers, directors and employees from and against any third-party claims, liabilities, damages, losses and expenses (including reasonable attorneys' fees) arising out of Provider's negligence or willful misconduct in connection with the performance of the services. Client shall indemnify Provider for claims arising from Client's negligence or willful misconduct.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of laws principles.

Entire Agreement

This Agreement, including all exhibits and attachments expressly incorporated herein, constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, and communications, whether written or oral. Any amendment or modification to this Agreement must be in writing and signed by authorized representatives of both parties.

Notices

Notices required or permitted under this Agreement shall be in writing and delivered to the addresses set forth above or to such other address as a party designates in writing. Notice is effective upon receipt.

Business (Service Provider)

Printed Name:

By:

Date:

Client (Company)

Printed Name:

By:

Date:

What the Business Work Location Document Is

A Business Work Location Document records the specific place or sites where business-related work will be performed, whether on-site, remote, or at client locations. It documents addresses, effective dates, relevant parties, and any location-specific obligations or safety requirements. Employers, contractors, and vendors use it to clarify workplace expectations, determine applicable state law, and support payroll, tax, insurance, and permitting decisions. When used with electronic signing and secure storage it becomes a reproducible legal record consistent with U.S. e-signature laws such as ESIGN and state UETA statutes.

Why a Clear Work Location Record Matters

A precise Business Work Location Document reduces ambiguity about where duties occur, aligns parties on jurisdiction and tax withholding, and supports regulatory compliance for payroll, occupational safety, and licensing.

Typical users and stakeholders

Common parties who prepare, sign, or rely on the document include employers, contractors, property managers, and legal or HR teams.

Employers and HR teams managing remote and hybrid work arrangements for payroll and tax compliance.
Independent contractors and subcontractors documenting project sites for invoicing, insurance, and permitting.
Real estate managers and legal teams establishing location-based obligations in leases and service agreements.

Properly drafted and executed forms reduce administrative friction and help downstream teams (payroll, risk, compliance) act on accurate location data.

Filling the Business Work Location Document: Step-by-step

Follow these sequential steps to complete the form accurately and ensure legal and operational clarity.

01

Prepare: Gather IDs, employer details, and exact street addresses.
02

Complete fields: Enter legal names, effective date, and location scope clearly.
03

Review: Confirm jurisdiction and safety obligations with legal or HR.
04

Sign: Execute electronically or notarize if required by law.

Security and compliance basics to include

Encryption in transit: TLS 1.2 / 1.3

Encryption at rest: AES-256 encryption

Authentication: Multi-factor options

Audit trail: Timestamped action log

Regulatory standards: ESIGN and UETA

HIPAA readiness: BAA available

Technical considerations for digital completion

Decide how the document will be created, signed, and stored before sending to parties.

Accepted formats: PDF, DOCX, HTML
Integrations: Salesforce, NetSuite, Microsoft 365
Authentication: Email, SMS, KBA

Typical digital workflow settings

Configure a signing workflow that matches internal approval order and authentication needs before sending.

Field	Configuration
Signer order	Sequential or parallel
Authentication	Email or SMS code
Reminders	Auto-send every 3 days
Retention	Export to secure archive

How electronic completion and filing typically work

Electronic completion follows predictable stages from upload to signed record; plan each step to reduce signer friction.

Upload document: Sender uploads final draft to platform
Place fields: Add signature, date, and data fields
Send to signers: Email link or bulk send invitations
Capture audit: System records timestamps and actions

Timing and processing expectations

Know the external and internal deadlines that affect how and when to issue a Business Work Location Document.

W-9 or TIN requests:

Provide on payer request; no IRS filing deadline

I-9 retention:

Retain 3 years after hire or 1 year after termination (8 CFR §274a.2)

1099-NEC deadline:

File with recipients and IRS by Jan 31

Tax return deadline:

Individual returns due April 15 unless extended

Internal processing:

Plan 3–10 business days for review and approvals

Typical milestone timeline for completing the document

Sequential milestones help teams track progress from drafting to filing; each stage should have an owner and deadline.

01

Drafting

Create the initial document and populate required fields.

02

Internal review

Legal or HR reviews location and jurisdiction clauses.

03

Signatures

Obtain all signatures and any required notarizations.

04

Filing and storage

Archive executed copy in retention system.

Common preparation mistakes to avoid

Using informal or shortened names that do not match government IDs, causing identity verification failures and payment issues.
Leaving the effective date blank or using inconsistent date formats, which can create ambiguity about when responsibilities begin.
Failing to specify governing law or jurisdiction, leading to disputes over which state's rules apply to the arrangement.
Skipping notarization or witness steps where state law or counterparties require them, risking enforceability or acceptance.

Consequences of incorrect or incomplete documents

1099 penalties: From $60 to $330 per form

I-9 violations: $281 to $2,789 per violation

Backup withholding: 24% withholding rate

Contract disputes: Potential damages and litigation costs

Insurance denial: Coverage gaps for wrong location

Operational delays: Lost time and missed deadlines

eSignature vendor comparison for signing and storing the document

Common capability and pricing differences among eSignature providers. signNow is listed first per comparison conventions.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Real-world examples of similar documents in use

These concise examples show how organizations adapted location records to practical needs.

Martin Properties — Tim Martin

Tim Martin used a work location document to centralize tenant service locations and signing workflows.

The form reduced time spent tracking site approvals by replacing paper exchanges.
The executed records supported compliance during offline and mobile signings and helped ensure contractors received site-specific instructions and insurance details promptly.

Fertility Centers of Illinois — John Butler

John Butler standardized location clauses across clinics to unify operational rules and data handling.

That consistency simplified staff training and patient scheduling.
Standardized executed documents also eased audits and ensured identical patient-consent practices across multiple treatment locations when privacy protections were necessary.

Practical tips to improve accuracy and processing speed

Adopt consistent practices to reduce errors and accelerate acceptance of completed Business Work Location Documents.

Use consistent naming

Always use the legal entity or full personal name as on IDs to avoid verification failures and payment or tax mismatches.

Standardize dates and addresses

Require MM/DD/YYYY dates and full street addresses including suite numbers; validate with address verification to reduce returned mail or local compliance issues.

Confirm governing law

Select the governing state up front—this reduces disputes about applicable regulations, tax nexus, and enforcement venue.

Retain signed copies

Store executed records in a secure archive with audit trails for the applicable retention period required by IRS, HIPAA, or industry rule.

Frequently asked questions and practical answers

Answers to common questions about completing, signing, and storing a Business Work Location Document.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.
When is notarization required?
Notarization depends on state law and document purpose. Real estate or power-of-attorney attachments often require notarization; verify with the state notary office.
Is HIPAA an issue for location data?
If the location record includes Protected Health Information, HIPAA applies; execute a BAA and include required privacy language per 45 CFR §§160–164.
How long must I keep the executed document?
Follow federal minimums such as IRS three-year rules (IRC §6501(a)) and retain HIPAA records six years (45 CFR §164.530(j)); increase retention as industry or state rules require.
What if signer name differs from ID?
Mismatched names can prevent verification and trigger backup withholding or delays. Correct names before signing or attach supporting legal documentation.
Can I change the document after signing?
Post-signature changes require amendment or rescission agreed by all parties; for material changes execute an amendment and capture signatures and dates for the new terms.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now